Meeting Recording & AI Note-Taking SOP

• Internal-only meetings and collaboration. Teams organizes conversations through Teams and channels; files are stored in SharePoint or OneDrive, and chats persist after the call. This makes it ideal for day-to-day team meetings, stand-ups, cross-functional projects, and company-wide town halls.
• Deep collaboration within Microsoft 365. Teams links directly with Outlook, Word, Excel, SharePoint, and Planner, so teams can co-author documents and manage tasks without leaving the platform.
• Internal events and town halls. Teams is well suited for internal broadcasts, leadership updates, and webinars that should stay inside the Microsoft environment.
• Compliance and information governance. Teams provides stronger administrative control over recording, transcription, access, and storage locations. That makes it the preferred option when retention and governance matter most.

• Meetings with external participants. Zoom is simple to join and usually requires less setup or account friction for guests, which is helpful for client, partner, vendor, and interview meetings.
• Training, workshops, and brainstorming with companion tools. Zoom performs well when breakout rooms, annotation, polling, and tools like Miro or Mural are used alongside the meeting.
• Webinars and large external events. Zoom provides a polished experience for branded registration, practice sessions, and large-audience facilitation.
• Mixed meetings where joining ease matters. For quick meetings with outside participants, Zoom often reduces friction.

• Use either platform for small, informal mixed meetings when all attendees are comfortable with both and no special facilitation or governance requirements apply.
• When both are viable, choose based on attendee preference, host familiarity, and whether the meeting materials need to live with ongoing Teams-based collaboration.

• Phase 1 — Pilot: Select a small group of internal meetings and team leaders to test TeamsMaestro in real operating conditions.
• Phase 2 — Review: Assess transcript quality, summary usefulness, action-item reliability, storage behavior, and user adoption feedback.
• Phase 3 — Staged rollout: Expand gradually by department or meeting type, with facilitator guidance, light training, and a clear support path.
• Phase 4 — Standardize: Make TeamsMaestro the default approved solution where recording and AI-generated meeting notes are appropriate.

• Reduced time spent producing meeting recaps and follow-up notes.
• Higher consistency in action-item capture and ownership tracking.
• Improved staff confidence in where meeting recordings and summaries are stored.
• Greater clarity for leaders and teams on decisions, commitments, and next steps.

• Do not record, transcribe, or use AI note-taking without clear participant awareness.
• At the start of the meeting, the facilitator should verbally state that recording and/or AI notes are being used.
• Use platform notifications and meeting invites to reinforce consent expectations.
• When consent is not granted, stop recording and switch to manual notes.

• Internal meetings: Prefer Teams with TeamsMaestro as the default approved solution for transcription, summaries, action extraction, and recording storage.
• External meetings: Zoom recording/transcription may be used when needed and when storage and access controls are followed, especially for meetings where Zoom is the better facilitation platform.
• Any new meeting assistant or note-taking AI must go through CUES review and approval before use.

• One-on-one meetings: Record only when needed and with consent. Store in restricted-access locations only.
• Leadership and organization-wide meetings: Store recordings and transcripts in approved shared locations defined by CUES.
• Department meetings: Store recordings and transcripts in the department’s approved SharePoint location.
• Do not leave downloaded recordings on local devices longer than necessary.

• Use SSO and role-based access wherever supported.
• Keep recordings, transcripts, and summaries inside approved CUES systems.
• Retention should follow the CUES information-governance schedule, generally no more than 12 months unless extended with justification.
• Exports should be encrypted and shared only with authorized parties.

• AI-generated summaries and action items are drafts and require human review.
• Verify important decisions, commitments, dates, and names before sharing broadly.
• Do not paste confidential transcript content into unapproved external tools.

• Use transcription and captioning when they improve accessibility and meeting inclusion.
• Choose the platform that best supports participant experience, not just host preference.
• For facilitated sessions using multiple digital tools, consider total system load and participant ease.

Yes, but only when there is a clear need, the other participant knows, and the file is stored in a restricted-access location.

Default to Teams for internal collaboration, with TeamsMaestro as the preferred approved solution for transcription and AI note-taking. Move to Zoom when external participation, facilitation complexity, or companion web tools make it the better experience.

No. AI-generated summaries are drafts and should be reviewed for accuracy, sensitivity, and completeness before distribution.

Store them only in approved CUES locations tied to the meeting type, usually SharePoint, OneDrive, or another approved restricted-access repository.